Privacy Policy - Man With Van Tufnell Park

This Privacy Policy explains how Man With Van Tufnell Park collects, uses, stores, shares, and protects personal data when providing removal, transportation, loading, unloading, and related moving services. It applies to all Man With Van Tufnell Park customers in the area, including private individuals, landlords, tenants, homeowners, students, and business customers who use our services. We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

1. Personal Data We Collect

We collect only the information that is necessary to provide our services effectively, safely, and lawfully. Depending on the nature of your booking, we may collect the following categories of personal data:

Identity information: name, title, and any relevant identification details needed to confirm a booking or verify access requirements.
Contact information: phone number, email address, postal address, and delivery or collection address.
Booking and service information: moving date, property details, inventory of items, access instructions, parking arrangements, and service preferences.
Payment information: billing details and transaction records. Where card payments are processed, this is handled through secure payment systems.
Communication records: emails, messages, notes from calls, and other correspondence relating to quotes, bookings, complaints, or service updates.
Technical information: limited device and usage data if you interact with us electronically, such as IP address, browser type, and time of access where relevant for security and administration.
Special category data: we do not normally seek sensitive personal data. If you voluntarily provide information about health, accessibility, or similar needs to help us deliver the service safely, we will treat it with extra care and only use it where necessary.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and manage bookings;
to plan and carry out removals and van services;
to communicate about arrival times, service changes, and customer requests;
to process payments, invoices, and refunds where applicable;
to maintain business records and improve service quality;
to handle complaints, disputes, or insurance-related matters;
to meet legal, tax, accounting, and regulatory obligations;
to protect our business, staff, and customers against fraud, misuse, or security incidents.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. The main lawful bases we rely on are set out below:

Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, arranging the service, delivering the move, and managing payments and service-related communications.

Legal Obligation

We may process and retain certain information to comply with legal obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include improving operations, preventing fraud, ensuring security, managing customer service, and maintaining internal records. We always consider whether the processing is reasonable and proportionate.

Consent

In limited situations, we may rely on your consent, for example where you choose to provide optional information that is not essential to the service. Where we rely on consent, you may withdraw it at any time.

Vital Interests and Special Cases

In exceptional circumstances, we may process information to protect someone’s vital interests, such as when urgent assistance is needed during a move. If special category data is involved, we will only process it where a lawful condition applies and where it is necessary and appropriate.

4. Sharing Your Data with Processors and Third Parties

We may share personal data with trusted third parties where necessary for service delivery, administration, or legal compliance. These parties act either as processors acting on our behalf or as independent controllers in their own right.

Processors

Processors are organisations that handle personal data under our instructions. They may include:

payment service providers;
accounting and bookkeeping providers;
IT and cloud storage providers;
email, messaging, and communications platforms;
customer management and scheduling software providers;
storage or document management services.

We require processors to keep data secure, use it only for specified purposes, and comply with data protection obligations.

Other Third Parties

We may also disclose data where necessary to:

insurance providers or claims handlers;
professional advisers such as accountants or legal advisers;
public authorities, regulators, or law enforcement agencies where required by law;
subcontracted service providers involved in completing a booking, subject to appropriate safeguards.

We do not sell personal data.

5. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, and reporting obligations. The length of retention depends on the type of data and the purpose of processing.

Booking and service records may be kept for a period that allows us to manage follow-up queries, disputes, and service history.
Financial records are retained for the period required by tax and accounting law.
Communication records may be retained for customer service, complaint handling, and evidence of instructions.
Security and technical logs are kept only as long as needed for operational monitoring and security purposes.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, password protection, restricted permissions, and staff awareness on confidentiality. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the nature of the data we process.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and any legal exemptions.

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete data.
Right to erasure: you can ask us to delete your data in certain cases.
Right to restrict processing: you can ask us to limit how we use your data in certain situations.
Right to object: you can object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability: you can request a copy of certain data in a structured, commonly used format where the law allows.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

8. International Transfers

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as approved contractual protections or transfers to countries recognised as providing adequate protection. We will only do this where necessary and lawful.

9. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data directly from children unless it is necessary in connection with a service booking made by an adult customer, such as family household removals. In such cases, we only process the data that is necessary and relevant.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business operations, or data processing practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed.

11. Summary of Our Approach

At Man With Van Tufnell Park, we aim to handle personal data responsibly, transparently, and fairly. We collect only what we need, use it for clear and lawful purposes, retain it for no longer than necessary, and protect it through appropriate safeguards. Our use of processors is controlled and monitored, and your rights are respected throughout the relationship. This policy applies to all Man With Van Tufnell Park customers in the area and is designed to support a safe, reliable, and compliant service.